Corporate Email Archive Solution.doc.doc

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Corporate Email Archive Solution.doc.doc

  1. 1. Corporate Email Archive Solution Sample Request for Proposal COMPANY LOGO Publication Date: 01/01/2009
  2. 2. RFP Requested By: [Company Name / Department / Division] RFP Delivered On: [Date the RFP was made available to vendors] RFP Response Due: [Date the RFP is due back to customer] RFP Electronic Submission: [Email address for submission of the RFP] RFP Physical Submission: [Mailing address for a hard copy of the RFP, if required] Questions / Clarification Contact: [Contact information in case there are questions about the RFP] [COMPANY NAME] Request for Proposal – Corporate Email Archive Solution Page 2 of 28
  3. 3. Table of Contents SECTION 1: [CUSTOMER / COMPANY] PROFILE...............................................................................................................................................................................4 SECTION 2: SCHEDULE & SUBMITTAL INSTRUCTIONS..................................................................................................................................................................6 SECTION 3: VENDOR PROFILE............................................................................................................................................................................................................8 SECTION 4: FUNCTIONAL REQUIREMENTS......................................................................................................................................................................................9 SECTION 5: PRICING..........................................................................................................................................................................................................................24 SECTION 6: CONDITIONS..................................................................................................................................................................................................................26 ATTACHMENT A – CUSTOMER REFERENCE FORM.......................................................................................................................................................................27 [COMPANY NAME] Request for Proposal – Corporate Email Archive Solution Page 3 of 28
  4. 4. Section 1: [Customer / Company] Profile A) [Customer/Company] Background Background of the Company who authored the RFP. B) Business Case for the Email Archive Solution The purpose of this request for proposal is to gather technical and pricing information for the use of Email Archiving for corporate wide eDiscovery, corporate compliance, and disaster recovery purposes. What is the business case for purchasing an Email Archive Solution? C) Decision Making Process Outline the decision making process for purchasing an Email Archive Solution. D) Specific Use Cases for the Email Archive Solution (For each use case, you might detail the following) 1. Name of use case (i.e. eDiscovery) 2. Description of use case (i.e. In the event of an eDiscovery request, documents must be pulled within X amount of time. Other use cases could include: reduce number of data stores, disaster recovery, end user productivity.) 3. Priority of this use case (Critical, High, Medium, Low) 4. Individuals who would be authorized to access the archives (i.e. Legal, Corporate Compliance) 5. Number of servers 6. Number of mailboxes 7. Expected response to the requests (i.e. “All emails and attachments will be restored in their original format.”) 8. Requests (i.e. Emails must be located and restored within 5 minutes / 15 minutes) 9. Special requirements (i.e. We need to be able to restore emails down to the individual level.) E) Sources of Archived Data Where are email archives currently stored in the company? In what format are the archives stored? How are the archives kept up to date? F) Current Email Archive Approach [COMPANY NAME] Request for Proposal – Corporate Email Archive Solution Page 4 of 28
  5. 5. What mail platform is currently being used in your organization? What version is being used? How does email archiving happen in the organization today? Manual process? Backup tapes? What organizational retention policies are in place? What retention polices will need to be built for the organization and how often will they be modified? Within the organization, are there varying retention policies for different departments/individuals? How frequently does archiving occur? How long are archives retained under the current system [COMPANY NAME] Request for Proposal – Corporate Email Archive Solution Page 5 of 28
  6. 6. Section 2: Schedule & Submittal Instructions A. Schedule of Events Tasks Date Initial electronic mailing of RFP [XX/XX/XX] Deadline for submitting vendor questions on content of RFP [XX/XX/XX] Answers to all relevant questions should be available [XX/XX/XX] Deadline for submission & opening date of proposals [XX/XX/XX (0900 EDT)] Initial evaluation complete. Vendors will be notified regarding first round selections. [XX/XX] Vendor Presentations: as requested by [Company] (Tentative) [XX/XX – XX/XX] Selection of Supplier for recommendation to the Board (tentative) [XX/XX/XX] Contract award (estimated) [XX/XX/XX] Preferred commencement date of project implementation [XX/XX/XX] Preferred project completion date [XX/XX/XX] B. Cost to Prepare and Submit Responses All costs incurred in the preparation and submission of responses to the RFP shall be the responsibility of the Respondent. C. Late Proposals Proposals received after the due date and time will not be considered and will be returned unopened to the sender. Regardless of the method used for delivery, Respondents shall be wholly responsible for the timely delivery of submitted proposals. D. Preparation Proposals should be prepared in such a way as to provide a straightforward, concise delineation of capacities to satisfy the requirements of the RFP. Emphasis should concentrate on conformance to the RFP instructions, responsiveness to RFP requirements, and on completeness and clarity of content. All proposals and accompanying documents become the property of [Company Name]. E. Interpretation All questions about this request for proposal must be submitted in writing and delivered to [Contact Name] ([Contact email]) on or before the required due date. Written answers to the questions will be provided to all respondents of the RFP in accordance with the RFP schedule of events. F. Presentations [COMPANY NAME] Request for Proposal – Corporate Email Archive Solution Page 6 of 28
  7. 7. Vendors selected for final evaluation will be required to make an oral presentation of their proposal. This presentation will allow the vendor to clarify their proposals and provide a demo of their solution. All presentations should begin with an executive overview. G. Proposal Delivery Instructions Each complete submitted proposal response shall consist of one Master with [insert number] paper copies, and one (1) electronic copy using the following format(s): Microsoft Word, Microsoft Excel, and/or Adobe PDF. Electronic copies will be submitted via email. Clearly label and index proposals with appropriate section and sub-section numbers as referred to herein. Number each page individually and provide a table of contents. [Contact Name] [Contact Email] Company Name Company Address City, State Zip [COMPANY NAME] Request for Proposal – Corporate Email Archive Solution Page 7 of 28
  8. 8. Section 3: Vendor Profile Req. No. Requirement Description Response 3.1 The company’s Federal tax ID and Dun & Bradstreet numbers. 3.2 Define the strategy and vision for your company. 3.3 How many years has your company been in business and how long has your product been on the market? 3.4 A list of customers/references that would be similar in size or industry to our account. Provide current contact information for each reference provided in customer reference form located in Attachment A. 3.5 Describe the company’s approach to product development and process for product enhancements. 3.6 Describe the company’s other products and what synergies they might have for us. 3.7 Do you have partnerships with other archive or disaster recovery service providers – such as SunGard and/or IBM? Please provide a description of those partnerships. 3.8 If any of your services are sub-contracted to another party, provide name, contact information, and description of each service each sub-contractor performs. [COMPANY NAME] Request for Proposal – Corporate Email Archive Solution Page 8 of 28
  9. 9. Section 4: Functional Requirements Req. No. Requirement Description Response Response Description (Y/N) 4.1 Data Capture 4.1.1 The solution should only capture mail for groups or end users who are in a policy. 4.1.2 The solution does not require journaling for mail capture. 4.1.3 The solution allows for the capture of mail for both individuals and entire data stores. 4.1.4 The solution should dynamically update the archive retention policies as the directory changes. 4.1.5 The solution should capture all emails before they reach the recipient’s mailbox. 4.2 Data Storage and Security 4.2.1 The solution should allow archived data to be stored in encrypted format. 4.2.2 The solution should allow for the [COMPANY NAME] Request for Proposal – Corporate Email Archive Solution Page 9 of 28
  10. 10. Req. No. Requirement Description Response Response Description (Y/N) encryption of data during transport. 4.2.3 The solution should allow Active Directory password authentication for user access. 4.2.4 The solution should allow administrators to create a unique password for each user. 4.2.5 The solution should allow administrators to add users by individual user name, by team, and by membership group. 4.2.6 The solution should allow administrators to automatically revoke access privileges when a user is disabled in the Active Directory. 4.2.7 The solution should be able to support contemporaneous indexing of email and all attachments 4.2.8 The solution should be able to scale to support XXX exchange servers. 4.2.9 The solution should be able to scale to support up to XXXXX users. 4.3 Retention Policy Management [COMPANY NAME] Request for Proposal – Corporate Email Archive Solution Page 10 of 28
  11. 11. Req. No. Requirement Description Response Response Description (Y/N) 4.3.1 The solution should allow retention policies to be set to any length (i.e. 1 day, 15 days, 1 month, 2 years, 10 years etc.) 4.3.2 The solution should allow retention policies to be applied to individual users, teams, departments and/or entire organizations 4.3.3 The solution should allow for retention policies that can be explicitly prioritized to determine which policy takes precedence. 4.3.4 The solution should allow new users to automatically be placed under the appropriate retention policy based on their group membership. 4.3.5 The solution should allow for the retention of emails for employees who are no longer with the company. 4.3.6 The solution should provide for the creation of retention policies allowing mail to be retained based on the membership of the user at the time of capture. 4.3.7 The solution should allow the creation of retention policies allowing mail to be retained based on the current job function, [COMPANY NAME] Request for Proposal – Corporate Email Archive Solution Page 11 of 28
  12. 12. Req. No. Requirement Description Response Response Description (Y/N) distribution list membership, or geographical location of a user. 4.3.8 The solution should allow unlimited retention of historical data. 4.4 Data: Legal Hold 4.4.1 The solution should provide for the automatic designation of mailboxes and distribution lists for legal hold. 4.4.2 The solution should provide for the automatic flagging of messages for legal hold 4.4.3 The solution should provide for the ability to add a policy per case for legal hold. 4.5 Data Recovery 4.5.1 The solution should allow data to be recovered back to the primary to restore only a single server. 4.5.2 The solution should allow data to be recovered back to the primary to restore only a single storage group 4.5.3 The solution should allow data to [COMPANY NAME] Request for Proposal – Corporate Email Archive Solution Page 12 of 28
  13. 13. Req. No. Requirement Description Response Response Description (Y/N) be recovered back to the primary to restore only a single data store 4.5.4 The solution should allow data to be recovered back to the primary to restore only a single mailbox 4.6 Data: End User Access 4.6.1 The solution should allow end users to perform searches of their own mailbox(s) from a browser. 4.6.2 The solution should allow end users to perform searches of their own mailbox(s) from Outlook. 4.6.3 The solution should allow users to search their personal archive from Microsoft Outlook without an additional login. 4.6.4 The solution should allow users to reply and forward email from their personal archive if and only if the primary mail server is unavailable. 4.6.5 The solution should allow users forward individual messages in their personal archive to their primary mailbox. 4.7 eDiscovery and Search [COMPANY NAME] Request for Proposal – Corporate Email Archive Solution Page 13 of 28
  14. 14. Req. No. Requirement Description Response Response Description (Y/N) Permissions 4.7.1 The solution should grant or restrict access to a user, a set of users, or groups to search across a specified set of mailboxes as defined by administrators 4.7.2 The solution should grant or restrict access to a user, a set of users, or groups to search across a specified server, data store, or distribution list as defined by administrators 4.7.3 The solution should grant or restrict access to a user, a set of users, or groups to search across a body of email specified by keywords or any search engine criteria defined in 4.8 4.8 eDiscovery and Search Criteria and Functionality 4.8.1 The solution should allow end user and eDiscovery searches by sender and/or recipient 4.8.2 The solution should allow end user and eDiscovery searches across all sender or recipient alias and distribution lists 4.8.3 The solution should allow end user and eDiscovery searches by [COMPANY NAME] Request for Proposal – Corporate Email Archive Solution Page 14 of 28
  15. 15. Req. No. Requirement Description Response Response Description (Y/N) date range. 4.8.4 The solution should allow end user and eDiscovery searches by message only. 4.8.5 The solution should allow end user and eDiscovery searches by attachment only. 4.8.6 The solution should allow search results to be exported back to a native mail format. 4.8.7 The solution should allow search results to be exported to a single mailbox or to users’ individual mailboxes. 4.8.8 The solution should allow end user and eDiscovery searches to provide lemmatization, full wildcard and quoted searches. 4.8.9 The solution should be capable of listing the most common terms used in found documents and allowing subsequent searches based on those terms. 4.8.10 The solution should allow end user and eDiscovery searches to provide relevance ranking. [COMPANY NAME] Request for Proposal – Corporate Email Archive Solution Page 15 of 28
  16. 16. Req. No. Requirement Description Response Response Description (Y/N) 4.8.11 The solution should allow end user and eDiscovery searches to be based on message header properties. 4.8.12 The solution should allow searches to be based on the email policy that has been applied to the message. 4.8.13 The solution should provide simple and complex search results to be returned in under two seconds. 4.8.14 The solution should support queries using Boolean logic. 4.8.15 The solutions should support queries for user mailboxes automatically including all aliases and distribution lists as collected from AD. 4.8.16 The solution should allow search results to be ordered by sender, recipient, date, subject, relevance, and other fields. 4.9 Storage Management 4.9.1 The solution should allow for the stubbing of attachments reducing storage demands on the primary server. [COMPANY NAME] Request for Proposal – Corporate Email Archive Solution Page 16 of 28
  17. 17. Req. No. Requirement Description Response Response Description (Y/N) 4.9.2 The solution should use the same data store for e-discovery, storage management and retention. 4.9.3 The solution should provide for the stubbing of attachments based on attachment age rules. 4.9.4 The solution should provide for the stubbing of attachments based on user and user group rules 4.9.5 The solution should provide for the stubbing of attachments based on topology rules including server and routing group. 4.9.6 The solution should provide for the stubbing of inline attachments. 4.9.7 The solution should provide for the stubbing of attachments based on any combination of the rules above. 4.10 Storage Management: End User Control 4.10.1 The solution should allow access to stubbed attachments via Outlook. [COMPANY NAME] Request for Proposal – Corporate Email Archive Solution Page 17 of 28
  18. 18. Req. No. Requirement Description Response Response Description (Y/N) 4.10.2 The solution should allow access to stubbed attachments via OWA. 4.10.3 The solution should allow users to retrieve the entire message back from the archive and keep it local. 4.10.4 The solution should allow users to return attachments to the archive to reduce their mail server storage. 4.10.5 The solution should allow individual users to have emails auto archived without their involvement. 4.10.6 The solution should allow users to independently search and restore individual messages from their own archives without the assistance of IT. 4.11 Administration Auditing 4.11.1 The solution should provide for logging and auditing of the granting of review privileges. 4.11.2 The solution should provide for the logging and auditing of all searches. [COMPANY NAME] Request for Proposal – Corporate Email Archive Solution Page 18 of 28
  19. 19. Req. No. Requirement Description Response Response Description (Y/N) 4.11.3 The solution should provide for the logging and auditing of all changes to retention policies 4.12 Reporting Functionality 4.12.1 The solution should contain predefined reports for email volume and space used. 4.13 Historical Import 4.13.1 The solution should allow for the import of all email currently residing in Exchange into the archive. 4.13.2 The solution should allow for the import of all email bounded by date. 4.13.2 The solution should automatically associate imported emails with the correct mailbox and distribution lists 4.13 Availability 4.13.1 The solution should continue to function even if Exchange and Active Directory are unavailable. 4.13.2 The solution should continue to [COMPANY NAME] Request for Proposal – Corporate Email Archive Solution Page 19 of 28
  20. 20. Req. No. Requirement Description Response Response Description (Y/N) allow users to send and receive and retrieve email during internal infrastructure outages. 4.13.3 The solution should for the automatic recovery to primary exchange servers after any outage. 4.13.4 The solution should integrate with a business continuity system to provide for full recovery of data from the point of corruption. 4.14 Infrastructure 4.14.1 Describe your organizational infrastructure, including location and type of facilities that we would rely on for services and maintenance. 4.14.1 If needed, customer can request capacity be easily added to solution. In what timeframe does this happen? Describe process and if additional hardware or services will be needed to expand the solution. 4.14.2 The solution must have have SAS 70 certification. 4.14.3 Respondent must describe if any routine maintenance is required, and if this maintenance is [COMPANY NAME] Request for Proposal – Corporate Email Archive Solution Page 20 of 28
  21. 21. Req. No. Requirement Description Response Response Description (Y/N) included in the proposed pricing. 4.14.4 The solution must be hosted in secure data center designed for high availability. The data center should provide UPS, diesel power generators, temperature controls, and state-of-the-art fire suppression equipment. 4.14.5 Please provide a physical security profile for company locations where services would be provided. Include a description of the following security controls:  Access  Network/Internet communications  Physical Security  Security Architecture (firewalls, DMZ, etc.)  Intrusion Detection  Virus Protection  Data Back-up  Disaster Recovery 4.14.6 The service provider must monitor 24/7/365 all aspects of the solution to ensure it is always in working order. Describe how the service is configured for 24/7/365 availability and how patches and updates are licensed and deployed 4.15 System Configuration & Training [COMPANY NAME] Request for Proposal – Corporate Email Archive Solution Page 21 of 28
  22. 22. Req. No. Requirement Description Response Response Description (Y/N) 4.15.1 Describe the timeframe necessary to provision the solution and have it ready to begin adding user data. How long has it taken the average client to have the system configured for their needs? 4.15.2 Describe the type of training that is required to use your system. 4.15.3 Describe how the respondent proposes to furnish initial and follow-up training. 4.16 Support 4.16.1 The respondent should provide toll-free technical assistance 24/7/365. 4.16.2 Provide a summary of Respondent’s resources (support personnel and otherwise) devoted specifically to technical issues, involving notification technology, as well as support procedures. 4.17 Physical Security 4.17.1 The solution should store data in a disaster hardened data center, describe. 4.17.2 The solution should store data in a data center with 24x7x365 physical staffing. [COMPANY NAME] Request for Proposal – Corporate Email Archive Solution Page 22 of 28
  23. 23. Req. No. Requirement Description Response Response Description (Y/N) 4.17.3 The solution should store data in a data center with redundant cooling. 4.17.4 The solution should store data in a data center with redundant power. 4.17.5 The solution should store data in a data center with a redundant network. 4.17.6 The solution should store data in a data center with 99.99% site availability. [COMPANY NAME] Request for Proposal – Corporate Email Archive Solution Page 23 of 28
  24. 24. Section 5: Pricing Req. No. Requirement Description Response 5.1 Contract Terms 5.1.1 The cost of the solution including all necessary hardware, software, and network infrastructure required to operate the solution according to the proposed implementation, detail and explain. 5.1.2 Setup cost 5.1.3 Contract term 5.1.4 Multi-year discounts 5.1.5 Included number of users or mailboxes 5.1.6 Included number of administrators and reviewers. 5.1.7 Cost per user per month 5.1.8 Cost per GB (compressed or ingested) 5.1.9 Cost for data import 5.1.10 Optional Feature Charge 1: 5.1.11 Optional Feature Charge 2: 5.1.13 Optional Feature Charge 3: 5.2 Training Options 5.2.1 List of available training [COMPANY NAME] Request for Proposal – Corporate Email Archive Solution Page 24 of 28
  25. 25. Req. No. Requirement Description Response 5.2.2 Cost of training options 5.3 Support Services Charges 5.3.1 Vendor should provide access to on-site support for critical issues. [COMPANY NAME] Request for Proposal – Corporate Email Archive Solution Page 25 of 28
  26. 26. Section 6: Conditions A. Insurance Acceptable to [Company Name] with limits no less than $2 million, and workers’ compensation coverage as required by applicable statute. Upon request by [Company Name], Respondent shall provide to [Company Name] evidence of such coverage. B. Assignment Any attempt by Supplier to assign or otherwise transfer any interest in this Agreement without the prior written consent of [Company Name] shall be void. C. Attorney’s Fees The parties agree that in the event of a dispute, each party will bear its own costs of litigation and attorney’s fees. D. Compliance with Law The Supplier shall comply with all applicable federal, state and local statutes, regulations, ordinances, or other legal requirements that apply. E. Confidential Treatment of Information Supplier shall preserve in strict confidence any information obtained, assembled, or prepared in connection with the performance of this Agreement. F. Inconsistencies in Conditions In the event there are inconsistencies between the specifications, Scope of Work, and the proposal terms or conditions, contained herein the proposal terms and conditions will take precedence. G. Indemnity Respondent shall indemnify, defend, and hold harmless [Company Name] from and against any claims, losses, suits, charges, demands, and expenses, including attorneys’ fees, arising out of or related to (i) Respondent providing the services, (ii) any breach of any duty, representation, warranty, or covenant, contractual or otherwise, by or attributable to Respondent, and (iii) any act or omission attributable to Respondent. [COMPANY NAME] Request for Proposal – Corporate Email Archive Solution Page 26 of 28
  27. 27. Attachment A – Customer Reference Form Company Name: Contact Person: Address: Phone: Email Address: Description of Service Provided: Company Name: Contact Person: Address: Phone: Email Address: Description of Service Provided: Company Name: Contact Person: Address: Phone: Email Address: Description of Service Provided: Company Name: Contact Person: Address: [COMPANY NAME] Request for Proposal – Corporate Email Archive Solution Page 27 of 28
  28. 28. Phone: Email Address: Description of Service Provided: [COMPANY NAME] Request for Proposal – Corporate Email Archive Solution Page 28 of 28

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